Fleet · Reference

Actions and results

What each Fleet button and automatic behaviour does, with worked numbers and what the system refuses.

On this page (62)

Dashboard Vehicle form Vehicle 360 Drivers Assignments Reservations Calendar Driver app Trips Odometer Fuel Fuel Card Statements Vehicle Checklists Daily Logs Service Requests Work order record Preventive Maintenance Breakdowns Tyres Batteries Workshop Documents Insurance Fines Accidents Claims Fleet Expenses Fuel Costs Maintenance Costs Lease Costs TCO Cost Allocation Replacement Planning Report pages Vehicle Utilization Cost / KM Fuel Efficiency Maintenance report Downtime Driver report Report pages (Expiry)All Reports Pivot Graphs Configuration (all lists)Vehicle Categories Vehicle Categories / Makes / Fuel cards Makes / Models Fuel Types / Service Types / Cost Categories Vehicle Statuses Maintenance Plans Document Types / Permit Types Inspection Templates Fuel Cards Toll & Parking Alert Rules Approval Rules Country Profiles Other Lists Fleet Settings Telematics Providers Feature switches

Dashboard

Action	When	What you do	What happens
KPI tiles and pills	Test company with 8 vehicles: 3 Available, 2 Assigned, 1 In use, 1 Under maintenance, 1 Sold	Open Fleet > Dashboard; compare each tile and pill count with Vehicles list tabs	Total 7 (sold excluded), Active 6 (Available + Assigned + In use + Reserved), Available 3, Under Maintenance 1 (Under maintenance + Breakdown), pills match; Fuel Cost This Month = sum of this month's fuel cost lines
Board filters and search	As above	Pick a branch, then category, driver, status; type part of a plate; click Due for Service pill; toggle list view; Show more	Cards narrow each time; list view shows the same vehicles; Show more adds 16; 'No vehicle matches.' when nothing
Fuel cost tile hidden without permission	User with fleet.view only	Open Dashboard	No 'Fuel Cost This Month' tile, no cost trend card; maintenance cost line missing from At a Glance
Recent alerts	A vehicle with insurance expiring in 10 days, one with an overdue service	Look at Recent Alerts and Maintenance Due / Document Expiry; click an alert	Alert shows title, vehicle, due text (10 days: severity warning; 7 days or less serious; expired critical); click opens Vehicle 360

Vehicle form

Action	When	What you do	What happens
Register a vehicle	fleet.create	New Vehicle; plate 'a 12345', Registered in UAE, Dubai; model Hilux (category / fuel filled from model); odometer 15000; Save	Code VHC-000001 (next number), plate stored 'A 12345', status Available, opening odometer reading 15,000 (source Manual, note 'Opening reading'), activity 'Vehicle registered', Vehicle 360 opens
Duplicate plate / VIN refused	Vehicle A 12345 Dubai exists	New vehicle with the same plate + emirate; then a different plate with the same VIN	'Plate A 12345 is already on VHC-000001.' and 'VIN ... is already on VHC-000001.'; same plate in Sharjah is accepted (region differs)
Edit conflict	Vehicle open in two browsers	Edit and save in browser 1; edit and save in browser 2	Browser 2 refused 'Somebody else changed this vehicle. Reload it and try again.'

Vehicle 360

Action	When	What you do	What happens
KPI strip and tabs	Vehicle with fills, trips, a work order, documents	Open the vehicle; click each smart button; open each tab	Odometer (engine hours for heavy categories), Fuel level, Utilization, Next Service, Insurance / Registration expiry (amber within 30 days); tab counts match the lists; Details tab shows VIN, chassis, residual value, useful life
Utilisation arithmetic	Working hours a day = 10; this month 2 days elapsed; trips 4 h on day 1 and 12 h on day 2	Open Vehicle 360 on the 2nd	Utilization (MTD) = (4 + min(12,10)) / (2 x 10) = 70%. With no trips / telemetry it falls back to time assigned to a driver
Cost summary and cost per km	fleet.cost.view; this year fuel 1,368, maintenance 520, insurance 3,200; depreciation 13,500; distance 6,000 km	Open Overview > Cost Summary	Lines per category incl. Depreciation 13,500 (120,000 price, 30,000 residual, 60 months = 1,500 / month x 9 months); Total 18,588; Cost per KM 3.10; Cost per Month = total / months
Change status	Vehicle Available, no assignment	Change status > Out of Service, Why 'Waiting body parts'	Status Out of Service, activity 'Status changed to Out of Service' with the reason; assignments now refused 'VHC-000001 is out of service.'
Dispose without approval rule	Approval rule 'Vehicle disposal' switched off; no active assignment	Sell / scrap / return: Sold, sale value 45,000, buyer, reason; Save	Status Sold, current driver cleared, activity 'Vehicle sold' '45000.00 to <buyer>'; vehicle leaves the board and Vehicles 'In the fleet' tab; appears in 'Sold / scrapped'; all history kept
Dispose with the default approval rule	Default seed rule: Vehicle disposal from AED 0, approver fleet.configure	Request disposal as user A	disposal_state pending, approvers with fleet.configure notified 'Approve disposal of VHC-... (Sold)', vehicle status unchanged

Drivers

Action	When	What you do	What happens
Driver from HR	HR employee with a driving-licence identifier (number, expiry 2030-05-01) and a user	New Driver; pick the employee; Save	Name, phone, e-mail, login, code (employee no.) and licence filled from HR; status Active; Days left counted from Dubai today
Effective status	Driver A licence expired yesterday; driver B on approved HR leave today; driver C Suspended	Open Drivers	A 'Licence Expired', B 'On Leave', C 'Suspended'; a pending (not approved) leave does not change status
Licence data hidden	User with fleet.view but not fleet.driver.view	Open Drivers; open a driver; try Save	List shows name, status, vehicle, phone, licence expiry; licence number, categories, permit, medical are not returned; saving refused (needs fleet.driver.view)

Assignments

Action	When	What you do	What happens
Primary assignment hands over	VHC-1 held by driver A (primary); driver B free	Assign VHC-1 to B, Primary, From now	B's assignment Active; A's ended at that moment with note 'Handed over under ASG-...'; vehicle Assigned to B; if B had another primary vehicle that one is ended 'Moved to VHC-1' and settles to Available
Planned assignment started by the clock	Assign with From = now + 1 hour	Save; wait for the 5-minute clock after the time	Status Planned first; then Active automatically; a Temporary with Until in the past is ended 'Ended at its end date'
Refusals	Driver on approved leave 2026-10-01..10; truck with driver licence B only	Assign the driver for 2026-10-05; assign the B-licence driver to a truck	'<name> is on approved leave 2026-10-01 to 2026-10-10.'; '<name>'s licence categories (B) do not cover a truck.'
Cross-branch rule	Fleet Settings Cross-branch = Not allowed; driver in Abu Dhabi branch, vehicle in Dubai branch	Assign	'This vehicle belongs to another branch, and cross-branch assignment is not allowed.'; with 'Needs approval' the assignment is Planned with Approval pending
End an assignment	Active assignment, start odometer 15,200	End; Odometer at return 15,650	Status Ended, Km 450, reading recorded with note 'End of ASG-...', driver removed from the vehicle, vehicle Available; activity 'Returned by <name>'

Reservations

Action	When	What you do	What happens
Book and approve (two people)	Default rule 'Pool vehicle reservations' needs fleet.assign; user E (fleet.view + fleet.log) and coordinator C	E books VHC-3 for tomorrow 08:00-17:00; C approves	E's booking Requested and C notified; after approval status Reserved, E notified 'Reservation RSV-... approved: VHC-3 · plate'; vehicle Reserved when pickup is within 2 hours
Book by category	Two free cars, one already booked	Book 'Any vehicle of this kind' = Car; approve	First free car (by code) is taken at approval; if none free 'No vehicle of that kind is free then.'
Check out and return	Reserved booking	Check out: odometer 22,000, fuel 80; Return: odometer 22,180, Damage 'Scratch rear bumper', refill ticked	Checkout: a Pool assignment created and active, vehicle In Use. Return: assignment ended, distance 180, vehicle Available, service request SRQ-... (Body damage, source Driver) raised; activity 'Returned from RSV-...' '180 km - refill required'
Own bookings only	User E (no fleet.assign) and others' bookings exist	E opens Reservations	Only E's bookings listed; cancelling someone else's (API) -> 'Only the person who asked, or a fleet coordinator, can cancel it.'

Calendar

Action	When	What you do	What happens
Entries and click-through	Service due, scheduled work order, document expiry, reservation over 3 days, lease ending this month	Open Calendar month, week and list; toggle kinds; click each entry	Each kind with its colour and count; the reservation spans its 3 days; clicking the work order opens it, reservation goes to Reservations, others open Vehicle 360

Driver app

Action	When	What you do	What happens
Not a driver	User without a driver profile	Open My Vehicle (Driver App)	'You are not set up as a driver. Ask the fleet team to add your driver profile.'
Online actions	Driver with an assigned vehicle	Start Trip (odometer 22,150, JAFZA); End Trip (22,230, toll 8, parking 10); Fuel Entry 45 L / 128.25; Report Issue	Each shows 'Saved.'; trip TRP-... started then completed 80 km; fill recorded source Driver app; service request raised; vehicle card refreshes
Offline queue and replay	Phone or browser offline (DevTools offline)	Do a Fuel Entry and Start Trip offline; go online; press Send now twice	Banner '2 item(s) waiting to be sent'; message 'Saved on this phone - it will be sent when you are back online.'; after sync 'Sent 2 item(s).'; records appear once (client id replay) and are marked offline with the capture time
Not my vehicle	Driver D1 sends a fuel item for D2's vehicle (API)	POST driver/sync	Item result ok=false with 'VHC-... is not assigned to you.'; the other items in the batch still apply

Trips

Action	When	What you do	What happens
Start and end with cost	Vehicle normal consumption 8.0 L/100 km, last fill 2.85 AED/L; trip start odometer 50,000	New Trip, Start it now; End: end odometer 50,180, fuel used blank, toll 8, parking 10	Distance 180 km; fuel used 14.4 L; fuel cost 41.04; total 59.04; cost / km 0.33; cost ledger gets Toll 8.00 and Parking 10.00 (not fuel - fills already carry it); vehicle back to Assigned / Available
Cannot change a finished trip	Completed trip	Open and save; Cancel (API)	'A finished trip cannot be changed.' / 'A finished trip cannot be cancelled.'

Odometer

Action	When	What you do	What happens
Flagged readings kept	Vehicle at 50,000 (reading at 08:00); Unusual jump setting 1,500	Use three fresh test vehicles each with a 50,000 reading at 08:00 yesterday: record 49,900 on the first; 52,000 at 10:00 yesterday on the second; 51,700 at 08:00 today (24 h later) on the third	Lower: flag 'Reading lower than previous'; 2,000 km in 2 h: 'Impossible distance'; 1,700 in 24 h: 'Unusual jump'. All Needs review; vehicle odometer stays 50,000; activity 'Odometer reading needs review'
Review a reading	Flagged readings	Accept the 'lower than previous' reading 49,900; reject another	Accepted lower reading SETS the vehicle odometer to 49,900 (cluster replaced); rejected reading is excluded from distance and next checks; 'This reading is not waiting for review.' on a second click

Fuel

Action	When	What you do	What happens
Log a fill and efficiency	Previous full fill at 45,000 km	Log Fuel: 48 L, price 2.85, odometer 45,600, full tank	Total 136.80; distance 600; KM / L 12.5; L / 100 km 8.0; cost per km 0.2280; fuel cost line 136.80 on the vehicle; activity 'Fuel log added' '48 L at ENOC ...'
Potential anomalies	Vehicle tank 60 L; normal 8.0 L/100 km (3+ measured fills); anomaly 20%	Log 64 L; log a fill giving 10.5 L/100 km; repeat a receipt number at the same station; use a card linked to another vehicle	Flags: 'Quantity inconsistent with tank capacity' (64 > 63), 'Consumption above normal' (10.5 > 9.6), 'Duplicate receipt', 'Fuel card mismatch'; Review = Needs review; fuel reviewers notified 'Potential fuel anomaly on VHC-... - needs review'. Wording never says fraud
Review a flagged fill	A flagged fill entered by user A	User B (fleet.fuel.view + fleet.edit): Ask the driver; another: Clear	Queried: driver's user notified 'Please confirm fuel entry FUE-...'; a queried fill is left out of 'normal consumption'. Cleared: Review cleared. User A reviewing own fill -> 'Somebody other than the person who entered it reviews it.' (unless A has fleet.configure)
Posting a fill	Fleet Settings 'Post fleet costs...' ticked, accounts blank	Log a cash fill 136.80; a card fill; an On account fill	Cash: journal Dr fuel expense (found by name 'fuel' / 'vehicle running' or the expense role) / Cr cash 136.80, source fleet, with branch / cost centre / project dimensions; card: Cr the card account (payable role); On account: no journal; ledger 'Posted' Yes for the first two

Fuel Card Statements

Action	When	What you do	What happens
Import and reconcile	Card 9988776655444321 linked to VHC-1; fill of 49 L / 142.50 at 07:45	Import 'TX-TEST-1, card, 2026-10-02T07:50, 50 L, 145.00'; import the same file again	First: Imported 1, matched 1; status Differences with 'Amount differs by 2.50' (litres within 3%, time within 6 h). Second: 'skipped 1 already imported'
Unmatched lines	Line for a card not linked to a vehicle; line with no matching fill	Import; on the linked-card line press Record as fill; Ignore the other	Not linked: Unmatched 'The card is not linked to a vehicle.' and Record as fill refused 'Link the card to a vehicle first.'; Record as fill creates FUE-... (source Import, paid by card) and the line becomes Matched; Ignore -> ignored

Vehicle Checklists

Action	When	What you do	What happens
Checklist result and follow-up	Pre-Trip template	Start a checklist: Brakes Not OK 'spongy'; Horn Not OK; Submit	Result Failed (brakes is a safety item: brakes, tyres, lights, seatbelt, hydraulics); a High priority service request 'Inspection INS-...: Brakes - spongy; Horn' with the photos; only non-safety items Not OK -> 'Pass with issues', normal priority

Daily Logs

Action	When	What you do	What happens
Daily log	Forklift VHC-6	New daily log: start 1,200, end 1,260, hours 7.5, issues 'Hydraulic leak'	Km 60; end reading recorded (Daily log); a Repair service request from the driver is raised

Service Requests

Action	When	What you do	What happens
Decide a request	New request SRQ-1	Approve; on another Reject; on another Create work order	Approved / Rejected with decided by; Create work order makes WO-... (service Repair, or Minor service for a Service request) linked, request 'Work order created' and the record opens; second create -> 'This request already has a work order or is closed.'

Work order record

Action	When	What you do	What happens
Lines and totals	Draft WO	Add part 2 x 45 (from stock), labour 1.5 h x 120, outside work 1 x 250; Save	Parts 90.00, Labour 180.00, Outside work 250.00, Total 520.00; amounts shown before save update live
Submit under the approval limit	Default rule: work orders from AED 5,000; WO total 520	Submit	Straight to Approved (approval 'not needed'); Schedule / Start work appear
Approval above the limit (maker-checker)	WO total 6,200 created by workshop user W; manager M has fleet.workorder.approve	W submits; W tries Approve; M approves	After submit 'Waiting for approval' and approvers notified 'Approve work order WO-... (6200.00) for VHC-...'; W refused 'You cannot approve this.' (or 'Somebody other than the person who asked has to approve it.' if W holds the permission); M approves -> Approved, Approved by M
Reject and resubmit	Pending WO	Approver rejects; requester edits and submits again	Approval Rejected, status stays Draft, Submit shows again; resubmit asks again
Start, waiting parts, schedule	Approved WO	Schedule 2026-10-05; Start work; Waiting parts; Start work again	Scheduled (activity 'Maintenance scheduled'); In progress and vehicle Under Maintenance (activity 'Work started'); Waiting parts; back to In progress; Start from Draft -> 'Approve or schedule the work order first.'
Issue parts from stock	Oil filter OF-TEST: 10 on hand in WH-MAIN at FIFO cost 40; line 2 from stock	Issue parts from stock	Internal picking (done) WH-MAIN stock -> inventory usage; line issued at 2 x 40 = 80.00 (Inventory cost, not the typed 45); journal 'Fleet parts WO-... VHC-...' Dr maintenance expense 80 / Cr stock account 80 with the vehicle's dimensions; Parts used list shows Issued Yes; on hand 8
Issue refused	Part qty 20, only 8 on hand; a lot-tracked part; a service product	Issue parts	'Only 8 of OF-TEST is available at WH-MAIN.'; 'XYZ is tracked by lot or serial - issue it from Inventory, then add it here at its cost.'; 'This part is not a stocked product.'
Raise purchase order to the garage	External WO with vendor, outside work 250 and labour 180 (not from stock)	Raise purchase order	A Purchase order to the vendor with the not-from-stock lines (product FLEET-REPAIR 'Vehicle repair service' created if missing, VAT 5%, notes 'VHC-... plate - description', branch / cost centre / project); WO shows its number; second press -> 'This work order already has a purchase order.'; without vendor 'Choose the garage (vendor) first.'
Complete	In progress WO started 09:00, a from-stock part not yet issued	Complete at 15:30, odometer 50,050, findings	Remaining stock parts issued automatically; downtime 6.5 h; reading 50,050 (Service); status Completed; cost line Maintenance = parts + labour + outside (520) on the completion date; linked service request Resolved, breakdown resolved; vehicle back to Available / Assigned; 'Work order WO-... completed' alert
Cancel	WO with an issued part; another without	Cancel each	With issued part: 'Parts have been issued - return them to stock in Inventory before cancelling.'; without: Cancelled, its cost lines removed, vehicle status settles

Preventive Maintenance

Action	When	What you do	What happens
Due states (km)	Plan Oil change every 10,000 km / 180 days, warn 500 km / 14 days; last oil change completed at 40,000 km today	Set odometer 49,000, then 49,600, then 49,950, then 50,050; open Preventive Maintenance (tick 'Show plans not yet due')	49,000: Not due (1,000 left); 49,600: Due soon (400 <= 500); 49,950: Due (50 <= 500 / 5); 50,050: Overdue (-50). Due at km 50,000
Due by date / hours, and which plans apply	Six-monthly inspection (182 days); 250-hour plan for Heavy; a forklift and a car	Open the board	Car: days measure from its last inspection (or when it joined the fleet - not from an old purchase date); the hours plan applies only to engine-hours categories; road km plans not applied to the forklift
Clock raises a request	Plan with 'Raise a service request when due' on, vehicle on the road, nothing open	Run the daily scan (next Dubai midnight, or staging tick)	Service request SRQ-... source Maintenance Plan, description 'Oil change due at 50,000 km or by DD Mon YYYY', priority High when overdue; one per plan; once the work order completes the open request it raised is resolved 'No longer due...'

Breakdowns

Action	When	What you do	What happens
Breakdown to repair	Vehicle on a trip	Report breakdown with recovery and tow 350; Recovering; Work order; complete the work order	Vehicle Breakdown, trip notes 'Breakdown BRK-...', Urgent service request, alert 'Breakdown: VHC-... at <place>'; Recovering; WO (Repair, Urgent) and status In repair; completing the WO resolves the breakdown and adds a 350.00 Tow / recovery maintenance cost; vehicle Available
Resolve without work order	Open breakdown at 10:00	Resolve at 13:30 with no downtime given	Downtime 3.5 h; tow cost recorded; vehicle back to Available when no open work order

Tyres

Action	When	What you do	What happens
Tyre lifecycle and cost per km	Tyre cost 450 in stock; vehicle at 20,000 km	Fit Front Left; drive to 50,000; Rotate to Rear Right; Remove; History	First fit charges 450 Tyres cost to the vehicle; KM used 30,000; cost / km 0.0150; rotation swaps with the tyre at Rear Right (both get events); history shows purchased, installed, rotated, removed with odometer and user
Low tread	Installed tyre	Check: tread 2.5	Shows in Low tread tab; alert 'Tyre tread low on VHC-... (2.5 mm)'

Batteries

Action	When	What you do	What happens
Fit a battery replaces the old one	Vehicle with battery BAT-1 installed	New battery BAT-2 cost 420 fitted to the vehicle	BAT-2 Installed, BAT-1 Replaced with replacement date today and no vehicle; 420 maintenance cost; activity 'Battery fitted'

Workshop

Action	When	What you do	What happens
Workshop drives work orders	Workshop with vendor, warehouse WH-2 and labour rate 120	New WO with this workshop; add a labour line with no rate	WO vendor, kind and parts warehouse taken from the workshop; labour rate 120 used; deleting a workshop used by a WO switches it off ('It is used by existing records, so it was switched off instead.')

Documents

Action	When	What you do	What happens
Status by expiry	Today 2 Oct 2026	Save documents expiring 2026-09-30, 2026-10-20, 2027-01-31	Expired, Expiring soon (18 days), Valid; Days left -2 / 18 / 121; the daily clock moves them as days pass
Renew Mulkiya	Mulkiya expiring 2026-11-30, type renews every 12 months	Renewing; then Renew with fee 450	Renewing -> status Renewal in progress; Renew creates a new document issued 2026-11-30, expiring 2027-11-30, fee 450 as a Registration cost; the old one is kept (renewed) and drops out of lists and the vehicle's dates; its alerts stop
Missing mandatory documents	UAE-plated vehicle without Mulkiya or Vehicle Testing; no live policy	Vehicle 360 > Documents	Red line 'Missing for this country: Registration / Mulkiya, Motor Insurance (UAE), Vehicle Testing' (KSA types not listed for a UAE plate); a live insurance policy satisfies the insurance group
Read with AI preview	PDF with text 'Policy No ... Expiry 31/12/2026'	Read with AI; upload; check fields; Save document	Preview note 'Read by ... - confidence N%. Check every field.' (or 'Read from the PDF's text - check every field.'); fields pre-filled incl. suggested vehicle by plate / VIN and type; nothing saved until Save; audit 'fleet.document.extract'

Insurance

Action	When	What you do	What happens
Policy as cost and expiry	fleet.edit	New policy 2026-01-01..2026-12-31 premium 3,200	Insurance cost 3,200 dated 2026-01-01; Vehicle 360 Insurance Expiry 31 Dec 2026; policy appears on the driver app documents; status Expiring soon from 1 Dec

Fines

Action	When	What you do	What happens
Driver at the time	Assignment of VHC-1 to driver A covering 28 Sep 22:15	Record a fine at that time with the driver blank	Driver A filled; with a trip running then, the trip's driver wins
Shared fine recovered through salary	Fine AED 600 Speeding, Shared, share blank, Recover through salary; approver M with fleet.fine.approve (default rule)	Save; M approves deduction (period default this month); HR marks Deducted by HR; Paid	Driver share 300.00, Salary deduction Pending approval -> Queued with period 2026-10 and HR users (hr.employee.view) notified 'Payroll deduction 300.00 for <driver> (2026-10)' -> Deducted. Once paid the fines cost line = 600 - 300 = 300.00
Who pays and cost	Three paid fines of 600	Company pays; Driver pays without salary recovery; Shared with deduction still pending	Company: cost 600; Driver: share 600, cost 0 (no line); Shared pending: cost 600 until the deduction is approved, then 300. Unpaid fines are not a cost
Salik / toll violation	Violation Toll / Salik AED 100 (test), authority 'Salik', reference SLK-TEST-1	Record; record the same reference again	Saved; duplicate -> 'This fine is already recorded as FIN-...'

Accidents

Action	When	What you do	What happens
Report an accident	fleet.log	Report with injuries ticked and estimate 8,000	ACC-... Open; a High 'Body damage' service request from Accident; alert 'Accident: VHC-... - injuries reported' to fleet.accident.view holders; activity 'Accident reported'
Claim and repair from the accident	Open accident	Insurance claim; Repair work order; Close	Claim CLM-... draft with estimate 8,000 and the live policy linked, accident Claim submitted; repair WO (Body work, External Garage, High), accident Repairing; second claim -> 'This accident already has a claim.'; Close -> Closed

Claims

Action	When	What you do	What happens
Claim to money received	Claim from the accident above	Submit; Approved 7,000; Money received 3,000; Money received 4,000	Submitted; Approved 7,000; Received 3,000 then 7,000 (added up), status Paid; ONE maintenance cost line of -7,000.00 'Insurance recovery ...' reduces the vehicle's TCO

Fleet Expenses

Action	When	What you do	What happens
Expense below the approval limit is approved at once	User A has fleet.edit + fleet.cost.view; default rule 'Fleet expenses from AED 2,000'; post_costs off	New expense: vehicle VHC-00001, Cleaning, amount 1,999.99, VAT 95.24, Paid by Cash, Save	Number FEX-00001, status Approved at once; one ledger line Cleaning 1,999.99 (VAT not added) dated today with the vehicle's branch / cost centre / project; vehicle activity 'Cleaning expense added'; no journal (posting off); audit entry written
Expense at the limit waits for a second person	As above	New expense Toll 2,000.00 (exactly the limit); look at the list and the Waiting approval tab	Status Waiting approval (rule applies from amount >= 2,000); NO ledger line yet; everyone with the approver permission except A is notified 'Approve fleet expense FEX-00002: 2,000.00 for VHC-00001' (24 h due)
Approve by another person	Expense FEX-00002 Waiting approval; user B holds fleet.workorder.approve	B opens Costs > Fleet Expenses > Waiting approval and clicks Approve	Status Approved, Approved by = B; ledger line Toll 2,000.00 now exists and dashboard / TCO include it; the approval notification is resolved; activity 'Toll expense added'
Nobody approves their own expense	A created FEX-00002 and also holds the approver permission	A clicks Approve on their own expense	Refused: 'Somebody other than the person who asked has to approve it.'; status unchanged; no ledger line
Approver permission is needed	User C has fleet.cost.view but not the approver permission	C clicks Approve (or calls the approve action)	Refused: 'You cannot approve this.'; status unchanged
Reject and resubmit	Expense Waiting approval	B clicks Reject; then A opens the Rejected expense, lowers the amount to 1,500 and saves	After Reject: status Rejected, no ledger line. After the edit: amount below the limit so it is Approved at once and booked (a rejected expense may be changed and sent again; a Rejected one over the limit goes back to Waiting approval)
Approved expense is locked	Approved expense FEX-00001	Open it, change the amount, Save	Refused: 'An approved expense cannot be changed.'
Posting a paid-on-the-spot expense	Fleet Settings: post fleet costs ON, account for Cleaning = 5430, cash account 1010; branch + project on the vehicle	Create Cleaning 150.00, Paid by Cash (below limit)	Journal: Dr 5430 150.00 / Cr 1010 150.00, source Fleet, with branch, cost centre, department and project dimensions; ledger line shows Posted = Yes; expense remembers the journal id
Vendor bill and employee-paid are not double posted	Posting ON	Create Parking 80.00 Paid by 'Vendor bill (entered in Purchase)'; create another Paid by Company card 80.00	Vendor bill: ledger line exists but NO journal (Purchase carries it). Company card: Dr parking expense 80.00 / Cr the card account (Fleet Settings 'Fuel card / company card' code, else the payable role)
VAT is information only	No posting	Expense amount 105.00, VAT 5.00	Cost line is 105.00 (not 110.00); VAT stored on the expense only
Tabs and search	Expenses in all four states	Click each tab; search 'RCPT-7781'; sort by Amount	Tabs filter by status with counts; search matches number, paid to, reference, description; paging by the server

Fuel Costs

Action	When	What you do	What happens
Fuel ledger follows fuel fills	Two fills: 45 L at 128.25 and 30 L at 85.50 on VHC-00001 this month	Open Costs > Fuel Costs	Two lines (category Fuel, From fuel, reference FUE-...), Amount 128.25 and 85.50; click a row opens the Vehicle 360; no create button; dashboard 'Fuel Cost This Month' is the sum 213.75

Maintenance Costs

Action	When	What you do	What happens
Maintenance and tyres together, recoveries as minus	Work order parts 400 + labour 250; tyre purchase 900; insurance claim received 7,000 (recorded as minus line)	Open Costs > Maintenance Costs	Lines for Maintenance 650 (one line per work order), Tyres 900 and Maintenance -7,000.00; no fuel or insurance lines; net on the page = 650 + 900 - 7,000 = -5,450

Lease Costs

Action	When	What you do	What happens
A lease charges every month it has run	Today 2 Oct 2026; vehicle OWNED	New lease: Type Lease, Start 2026-03-10, End 2028-03-09, Monthly rate 2,500; Save; scroll to 'Lease and rental charges'	Number LSE-00001; vehicle ownership becomes Leased; 8 charge lines (March to October) of 2,500 = 20,000; the March line is dated 10 Mar, the others on the 1st (no proration of the first month, and October is charged on 1 Oct); saving again or the daily scan adds nothing twice
Status from dates	Today 2 Oct 2026	Save three leases ending 2026-09-01, 2026-11-15 and 2027-10-02	Ended, Expiring (44 days left, within 60) and Active; tabs count accordingly
Mileage allowance, yearly	Lease start 2026-01-01, 30,000 km per year, excess 0.50 per km, start odometer 50,000, vehicle now at 74,000, today 2 Oct 2026	Open Lease Costs and read 'Mileage used' and 'Excess charge'	Days elapsed 274 / 30.4 = 9.01 months x (30,000 / 12 = 2,500) = allowed 22,533 km; used 24,000; shows '24000 / 22533 km (106.5%)'; excess 1,467 km x 0.50 = 733.50
Mileage allowance for the whole contract and per month	Same vehicle	Change Allowance per to Whole contract with limit 90,000; then to Month with limit 2,500	Whole contract: allowed 90,000, used 24,000 = 26.7%, excess 0.00. Month: per-month 2,500 (not divided by 12) x 9.01 = 22,533, same as the yearly case. No limit entered: shows '—' and no excess
Lease mileage alert	Alert rule 'Lease mileage nearing its limit' active	Run the daily scan with used 90% and again at over 100%	One notification at 90 and one at 100 (each once per lease)
End a contract today	Active lease to 2028-03-09	Click End, confirm 'End this contract today?'	End date set to today (never later than the old end), status Ended; months already charged stay; no more monthly charges; End button disappears; running End again on an ended lease is not blocked
Lease dates and permission	User with fleet.cost.view but no fleet.edit	Save a lease with End = Start; then try saving as the view-only user	'The contract ends after it starts.'; view-only user is refused by the server (fleet.edit needed to save or end)

TCO

Action	When	What you do	What happens
Cost of owning one vehicle over a period	Vehicle owned: price 120,000, residual 30,000, life 60 months, bought 2025-03-15. Ledger 1 Jan - 30 Sep 2026: Fuel 3,000; Maintenance 1,200; Tyres 800; Insurance 2,400; Registration 450; Toll 120; Fines 200; Cleaning 80. Odometer 45,000 before 1 Jan, 52,500 at end	TCO, From 2026-01-01 To 2026-09-30	Depreciation = (120,000 - 30,000) / 60 = 1,500 a month x 9 = 13,500. Columns: Fuel 3,000; Maintenance & tyres 2,000; Insurance 2,400; Registration toll parking 570; Fines 200; Depreciation 13,500; Other 80; Running cost 21,750 (sum). Purchase column is blank/0 because the purchase was before the period. Distance 7,500; Cost / km 21,750 / 7,500 = 2.90; Cost / month 21,750 / 9 = 2,416.67
Whole life of each vehicle	Same vehicle, today 2 Oct 2026	Tick 'Whole life of each vehicle'	Period becomes 2025-03-15 to today; depreciation 19 months x 1,500 = 28,500 (the 2 Oct day is before the 15th so the current part-month is not counted); Purchase column shows 120,000 (purchase falls inside the period) but it is NOT part of Running cost
Part months in depreciation	Same vehicle	Period 2026-01-20 to 2026-09-30, then 2026-01-20 to 2026-09-10	First: 8 whole months + 1 (end day 30 is on or after start day 20) = 9 x 1,500 = 13,500. Second: 8 months + 0 (10 is before 20) = 8 x 1,500 = 12,000
Depreciation stops: fully depreciated, sold, leased	A: bought 2020-01-01 (60-month life); B: same as the first vehicle but sold 2026-06-30; C: ownership Leased	TCO 2026-01-01 to 2026-09-30	A: 0 (all 60 months done before the period). B: stops at the sale date, 6 months x 1,500 = 9,000. C: no depreciation at all (only Owned and Financed vehicles with a purchase date and price depreciate; its lease cost is in the Lease / rental column)
Cost / km differs between TCO and Cost / KM	Vehicle of the first TCO case	Open Reports > Cost / KM for the same dates	Cost / KM uses ledger costs only: 8,250 / 7,500 = 1.10 (no depreciation) while TCO shows 2.90. Both are right by their own definition - testers must not report one as a mismatch
No distance, no cost per km	Vehicle with no odometer readings in the period	Open TCO	Distance 0 and Cost / km shows '—' (no division by zero); Cost / month still shows
Sort, export and totals	Three vehicles	Click Running cost heading twice; click Export	Rows sort highest first then lowest; CSV named tco has the same columns and rows; Total row adds money columns and distance (not Cost / km)
Permission	User with fleet.cost.view only	Open TCO and the menu	TCO entries are hidden; direct call refused (fleet.tco.view needed)

Cost Allocation

Action	When	What you do	What happens
Group by branch	Ledger 1 Jan - 30 Sep: Dubai branch Fuel 3,000 + Maintenance 1,000; Sharjah branch Fuel 1,500; one line with no branch 200	Allocate by Branch, 2026-01-01 to 2026-09-30	Rows largest first: Dubai (Fuel 3,000, Maintenance 1,000, Total 4,000), Sharjah (Fuel 1,500), '(none)' (200); category columns only for categories present; header Total 5,700
Other groupings	Same ledger with projects, drivers and customers on expense lines	Switch Allocate by to Project, Driver, Customer, Cost category	Each grouping shows its own names (project 'PRJ-100 - Name', driver name, customer name) and the same grand total each time; Cost category groups by category
Period rules	Any	From after To; period over ten years	'The period starts before it ends.' and 'Choose a period of at most ten years.'

Replacement Planning

Action	When	What you do	What happens
Score to suggestion	Four vehicles. A: year 2019 (age 7 in 2026), odometer 260,000, 12-month maintenance 2,000, price 60,000 residual 6,000 bought 2019-10-01. B: year 2021, 160,000 km, 3 breakdowns. C: year 2021, 150,000 km. D: year 2024, 40,000 km	Open Replacement Planning	A: age 7 = +2, 260,000 km = +2, book value = 60,000 - 54,000 = 6,000 and maintenance 2,000 > 30% of 6,000 (1,800) = +2, so score 6 = REPLACE with reasons. B: +1 age 5, +1 km, +1 breakdowns = 3 = REPLACE SOON. C: +1 +1 = 2 = REVIEW. D: 0 = KEEP
Thresholds and exclusions	Vehicle with maintenance exactly 30% of book value; a sold vehicle; 240 hours downtime	Open the page	Exactly 30% adds nothing (must be above); sold / scrapped vehicles are not listed; 240 or more downtime hours adds +1; 3 or more breakdowns in 12 months adds +1; the suggestion never changes the vehicle's own Replacement status

Report pages

Action	When	What you do	What happens
Defaults, sort, export	Any report	Open Fleet Summary; click a heading; click Export	Dates default 1 Jan this year to today; headings sort asc/desc with an arrow; Export downloads a CSV of the sorted rows; 'Nothing in this period.' when empty
Fleet Summary arithmetic	Category Car: 3 vehicles (2 on the road, 1 in workshop), ledger cost 6,000, odometer distance 10,000 km	Open Fleet Summary	Row Car: Vehicles 3, Active 2, In maintenance 1, Sold 0, Distance 10,000, Cost 6,000.00, Cost / km 0.60; sold vehicles are counted in 'Sold / scrapped'; totals add counts, distance and cost
Accidents and Fines totals	Two accidents (estimated 4,000 and 2,500); three fines 300, 400, 100 with driver share 150, 0, 100	Open Accidents, then Fines	Accidents total 6,500; Fines Amount total 800 and Driver share 250; only records with a date inside the period

Vehicle Utilization

Action	When	What you do	What happens
Utilization and downtime percentages	Period 1 - 30 Sep (30 days), working hours 10 a day. Trips: three days of 8 h, two days of 12 h. Work order downtime 36 h	Open Vehicle Utilization	Used hours: 3 x 8 + 2 x min(12, 10) = 44 / (30 x 10 = 300) = 14.7, shown 15%; Downtime 36 / (30 x 24 = 720) = 5.0%; Idle = 100 - 15 - 5 = 80.0%; footer shows the average utilization

Cost / KM

Action	When	What you do	What happens
Cost per km and ordering	V1 cost 1,800 over 3,000 km; V2 cost 2,500 over 2,000 km; V3 cost 400 with 0 km	Open Cost / KM	Order V2 (1.25), V1 (0.60), V3 blank '—'; total row: cost 4,700, distance 5,000, Cost / km 0.94

Fuel Efficiency

Action	When	What you do	What happens
Averages	Vehicle with two measured fills at 9.00 and 11.00 L/100 km (11.11 and 9.09 km/L); rated normal 9.5	Open Fuel Efficiency	L / 100 km = (9 + 11) / 2 = 10.00; KM / L is the average of the stored per-fill values = about 10.10 (not 100 / 10.00); Normal 9.50 shown; fills without a measured consumption are left out

Maintenance report

Action	When	What you do	What happens
Work order totals	WO1 parts 400, labour 250, outside 0, downtime 6 h; WO2 parts 0, labour 300, outside 1,200, downtime 30 h; WO3 cancelled parts 999	Open Maintenance report	One row: Work orders 2, Parts 400, Labour 550, Outside 1,200, Total 2,150, Downtime 36; the cancelled order is ignored

Downtime

Action	When	What you do	What happens
Downtime and time between failures	30-day period; completed work order downtime 36 h; 3 breakdowns, one without a work order (4 h) with tow costs 150, 0 and 200	Open Downtime	Downtime 36 + 4 = 40 h; Breakdowns 3; Breakdown cost 350.00; Mean time between failures = 30 x 24 / 3 = 240.0 h; no breakdowns shows '—'

Driver report

Action	When	What you do	What happens
Counts only, no score	Driver with 12 completed trips (1,450 km), 2 fines (AED 700) and 1 accident in the period	Open Driver report	Row shows Trips 12, Distance 1,450, Fines 2, Fine amount 700.00, Accidents 1; note 'Counts of recorded events - no score of any person.'; only active drivers listed

Report pages (Expiry)

Action	When	What you do	What happens
Expiry ignores the dates	Documents expiring in 20, 100 and 200 days, plus one expired	Open Expiry; change From / To	Shows items expired or expiring within the next 120 days (the 20-day, 100-day and expired ones); the dates on the page do not change the result

All Reports

Action	When	What you do	What happens
Catalogue and permissions	User with fleet.view and fleet.fuel.view only	Open All Reports; open Fuel Efficiency; try Cost / KM	27 tiles; tiles for reports needing other permissions are greyed 'Needs another permission' and cannot be opened; '← All reports' returns to the grid

Pivot

Action	When	What you do	What happens
Cost by vehicle and month	V1 costs Jan 500, Feb 700; V2 Feb 300	Rows Vehicle, Columns Month, Measure Cost, 2026-01-01 to 2026-02-28	Columns Jan 2026 and Feb 2026; V1 500 / 700 / total 1,200; V2 blank / 300 / 300; column totals 500 / 1,000; grand total 1,500; rows sorted largest first
Other measures and permissions	User with fleet.view only	Measure Cost; then Fuel (L), Distance, Trips, Downtime, Maintenance count	Cost is refused (fleet.cost.view); the other measures open. Cost by Driver uses the driver on the cost line, else the vehicle's current driver. Rows are capped at 500

Graphs

Action	When	What you do	What happens
Four charts	Six months of data	Open Graphs	Fuel Cost by Month and Maintenance Cost Trend show 6 columns (May 2026 to Oct 2026 on 2 Oct 2026); Cost / KM and Utilization show up to 20 vehicles, highest first; long names cut to 11 letters plus '…'; a user without fleet.cost.view sees an error on the cost charts

Configuration (all lists)

Action	When	What you do	What happens
First open seeds the company	New company that has never opened Fleet	Open any Configuration list	Defaults appear: 15 categories, 15 makes, 6 fuel types, 12 service types, 14 cost categories, 11 body types, 9 violation types, 4 coverage types, 8 request types, 6 country profiles, 26 document types, inspection templates, 5 maintenance plans, 14 alert rules, 5 approval rules

Vehicle Categories

Action	When	What you do	What happens
Add a category	User with fleet.configure	New: Code 'mobile crane', Category Mobile Crane, Arabic رافعة متنقلة, Counts engine hours on, Save	Saved with code MOBILE_CRANE; appears in the vehicle form picker; the vehicle form then asks for engine hours

Vehicle Categories / Makes / Fuel cards

Action	When	What you do	What happens
Delete turns into switch-off when in use	Category used by a vehicle; make used by a vehicle; fuel card used by a fill; an unused category	Delete each	Used ones are NOT deleted: category / make set Inactive, card set Cancelled, message 'It is used by existing records, so it was switched off instead.'; the unused one is deleted for good

Makes / Models

Action	When	What you do	What happens
Make and model	Make Toyota exists	Add model Hilux (Pickup, Diesel, tank 80, rated 9.5); add Hilux again	First saved; the second is refused by the database (make + model unique)

Fuel Types / Service Types / Cost Categories

Action	When	What you do	What happens
Lists never hard-delete	Any entry	Delete 'LPG'	Always switched off ('Lookups used by records are switched off rather than deleted.') even if unused; set Active back on to restore

Vehicle Statuses

Action	When	What you do	What happens
Fixed list	Any user with fleet.view	Open the page; try to add through the API	Ten statuses shown, no New button; API gives 'This list is fixed by the product.'

Maintenance Plans

Action	When	What you do	What happens
Plan drives the due board	Plan 'Oil change' every 10,000 km / 180 days, trigger Whichever comes first	Add the plan, open Preventive Maintenance for a vehicle at 50,000 km last serviced at 40,000	The board shows the plan due at 50,000 km; changing the plan interval changes due dates for all vehicles it applies to

Document Types / Permit Types

Action	When	What you do	What happens
Pages split by group	Types in groups registration, permit, toll, customs, cross_border	Open Document Types and Permit Types	Permit, Cross-border, Customs and Toll groups appear only on Permit Types; the others only on Document Types; both save to the same register

Inspection Templates

Action	When	What you do	What happens
Edit checklist items	Template with 11 items	Add item 'Fire extinguisher' group Safety photo on; leave one new row blank; remove one item; Save	Item saved with code fire_extinguisher; the blank row is dropped; removed item gone; new checklists use the new list, old ones keep theirs

Fuel Cards

Action	When	What you do	What happens
Card number masking	User with fleet.fuel.view	Add card 7002123456784321; reopen it; Save without touching the number	List shows '•••• 4321' only; reopening shows the masked value and saving it keeps the real number; typing a new full number replaces it; short or non-alphanumeric input -> 'Enter the card number.'
Limits flag, not block	Card monthly limit 2,000, per fill 300; fills 280, 290 then 320	Log the three fills with that card (Operations > Fuel)	The 320 fill is flagged over card limit (320 > 300 per fill); a fill that takes the month over 2,000 is flagged too; fills are still saved and wait for review

Toll & Parking

Action	When	What you do	What happens
Low balance alert	Salik account balance 40, Warn below 50	Run the daily scan	A low-balance alert 'Balance 40' is raised; top up to 60 and no new alert

Alert Rules

Action	When	What you do	What happens
Rule changes who is told	Rule 'Insurance expiring' days 120 90 60 30 15 7 0	Change days to 45, 15, 0 and untick Everyone in Fleet, tick Costs; run the scan for a policy expiring in 45 days	Alert sent only to people holding fleet.cost.view (plus named users) on day 45, 15 and 0

Approval Rules

Action	When	What you do	What happens
Expense limit moved	Default rule: expense from 2,000	Change From amount to 500; then untick Active	Expense of 600 now waits for approval; with the rule inactive no expense needs approval; the approver must hold the permission chosen in 'Approved by'

Country Profiles

Action	When	What you do	What happens
One per country	UAE profile exists	Add 'ae' again	Code saved as AE; second profile refused by the database (unique per company)

Other Lists

Action	When	What you do	What happens
Hard delete of small lists	Violation type 'speeding' used by fines	Delete it	Deleted outright (no in-use check); fines keep the old code text

Fleet Settings

Action	When	What you do	What happens
Save and validation	User with fleet.configure	Set service soon km 25000, alert days 'ninety', working hours 0; Save; then set valid values and Save	Each invalid value refused with its message ('Between 0 and 20000.', 'Alert days are whole numbers, e.g. 120, 90, 60, 30, 15, 7, 0.', 'Between 1 and 24.'); valid values save, 'Saved.' shows, audit entry fleet.settings written
Posting accounts	Posting ON	Enter account 99999 for Fuel; then enter 5410 which exists; clear Cleaning	'Account 99999 is not in the chart.'; 5410 saves; blank Cleaning falls back to a chart account named 'cleaning', else the expense role
Settings take effect	Settings changed: due soon 1,000 km, fuel anomaly 10%, max daily km 400, hours 8	Check Preventive Maintenance, log a fill 12% above normal, record a 500 km odometer day	Plans without own warning use 1,000 km; 12% fill flagged high consumption (10% limit); 500 km a day flagged unusual; utilization uses 8 working hours
Permission	User with fleet.view only	Open Fleet Settings; Save	Page opens read-only in effect; Save refused (fleet.configure needed). The same user also sees New / Delete on lists but the server refuses them

Telematics Providers

Action	When	What you do	What happens
Pointer page	User with fleet.configure	Open Configuration > Telematics Providers; click Open GPS / Telematics	Text and a button; GPS / Telematics screen opens

Feature switches

Action	When	What you do	What happens
Turn Leases off	Company administrator; Leases switch	Turn Leases off; open Costs; try to save a lease through the API; turn back on	Lease Costs menu disappears; saving or ending a lease is refused with capability_disabled; existing leases and charges stay readable; on again restores everything
Fines, accidents and claims off	Switch off	Open Reports and Compliance menus	Accidents and Fines report entries and the three Compliance entries disappear; Driver report counts of earlier fines still show
Field rules	Set VIN Required and Police report number Hidden	Save a vehicle without VIN; report an accident with a police report number	Vehicle not saved without VIN; value for a hidden field sent on a new accident is refused

Updated 3 October 2026